Fund Portfolio Associate

The Fund Portfolio Associate supports the Multi-Partner Trust Fund Office (MPTF Office) in the design and administration of multi-stakeholder pooled financing instruments. The role involves administrative, programme, and finance support for assigned Multi-Donor Trust Funds and Joint Programmes, ensuring efficient fund management and knowledge sharing within the UNDP framework.

Responsibilities

• Prepare and facilitate signatures of standard Contribution Agreements (SAAs) and Memoranda of Understanding (MOU).
• Ensure timely set-up and update of GATEWAY pages of assigned MPTFs/JPs and related projects.
• Prepare requests for setting up new donor and implementing agency codes, and initiate requests for supplier profile creation.
• Maintain all relevant Fund files (hardcopy and e-copy on SharePoint).
• Update on a regular basis all clients contact database including donor information.
• Provide routine programmatic support to Fund Secretariats and other Fund stakeholders by responding promptly and efficiently to queries and requests.
• Create proposals and set up budgets in Quantum and route proposal and/or budget to Portfolio Manager for approval of award in MDTF1 / sending budget to KK.
• Assist in the preparation of documents for the annual consolidated reporting for all MPTFs / JPs and in ensuring the timely receipt of narrative and financial reports from Participating Organizations.
• Coordinate activities around project extensions and closure, including determination of unutilized funds and donor balances, and facilitation of donor refunds/transfer to new funds.
• Conduct review of the MDTF1 Funds and projects to maintain accurate status information in Quantum (end date, budgets, active, inactive, operationally closed, and financially closed).
• Assist in managing of donor commitments and tracking of receipt of donor contributions and track donor earmarks.
• Assist in monitoring and tracking project approvals, budget records, disbursements and statements of expenditure submitted by the Participating Organizations on an on-going basis.
• Lead authorizing reviews of Fund Transfer Checklist, including proper checking of the supporting documents for payments and follow-up on missing documentation.
• Prepare standard financial reports for inclusion in the annual consolidated progress reports for MDTFs / JPs.
• Contribute to office strategy and workplan development.
• Support in the organization of knowledge events on specific Funds/JPs or the overall MPTF Office portfolio.
• Synthesize lessons learnt and best practices related to specific aspects of portfolio administration.
• Focal point and/or alternate for programme related travel and office operations tasks.
• Perform other duties within their functional profile as deemed necessary for the efficient functioning of the Office and the Organization.

Requirements

• Bachelor's Degree - 3 year(s) experience OR High School certificate- 6 year(s) experience
• Minimum 6 years (with Secondary education) or 3 years (with University Degree) of progressively responsible experience in administrative and/or programme support services is required.
• At least 2 years of working with UN pooled financing mechanism would be an asset.
• Experience in the use of computers applications and software packages (MS Word, Excel, etc.) as well as web-based management systems is required.
• Experience in using ERP systems is desirable.
• Fluency in English is required.
• Knowledge of French and/or Spanish would be desirable.

Skills

• Programme Support
• Administrative Support
• Fund Management
• Multi-Donor Trust Funds
• Pooled Financing Mechanisms
• ERP Systems
• MS Word
• MS Excel
• Web-based Management Systems

Languages

English, French, Spanish